TO:
Emergency Food and Shelter Providers
FROM:
Michael Weiner, Chair Emergency Food & Shelter Board of Erie County
DATE:
December 16, 2014
RE:
Phase 32 Application
Erie County’s local Board for the Emergency Food and Shelter Program (EFSP) is pleased to invite your agency to apply for Phase 32 of EFSP funding. Included with this document, you will find:
Criteria for eligibility Phase 32 application
A copy of the Emergency Food and Shelter Program handbook from Phase 32 as well as program updates will be made available to your organization as they are released by the Emergency Food and Shelter National Board. Please review all the information provided to determine if your agency is eligible for and interested in applying for funds. Completed applications are due on or before January 14th, 2015 (postmarked or emailed) to the address listed below: Nicole Juzdowski Director of Program Evaluation United Way of Buffalo & Erie County 742 Delaware Avenue Buffalo, NY 14209 Email:
[email protected] Funding for EFSP is made available through the Department of Homeland Security (DHS)/Federal Management Agency. Consideration of all funding requests is based upon the actual award notification from the EFSP National Board. However, Local Recipient Organizations (LROs) failing to report and document expenditures under all previous phases of the program, including Phase 30 and Phase 31 (if due), will not be eligible for funding in Phase 32 until any known outstanding program compliance exceptions are reconciled. The required final reports must be received prior to the release of funding. Should you have any questions or concerns, please call Nicole Juzdowski at 887-2606.
Criteria for Local Recipient Organizations
A local organization must meet the following criteria to be eligible for funding:
Be a nonprofit or an agency of government;
Have a checking account (cash payments are not allowed);
Have an accounting system or fiscal agent approved by the Local Board;
Have a Federal employer identification number (FEIN), or be in the process of securing FEIN (note: contact local IRS office for more information on securing FEIN and the necessary form [SS-4] (Website: www.irs.gov);
Conduct an independent annual audit if receiving $50,000 or more in EFSP funds; conduct an annual review if receiving $25,000 to $49,999 in EFSP funds;
Be providing services and using other agency resources in the area in which they are seeking funding;
Practice nondiscrimination (those agencies with a religious affiliation wishing to participate in the program must not refuse services to an applicant based on religion or required attendance at religious services as a condition of assistance, nor will such groups engage in any religious proselytizing in any program receiving EFSP funds);
For private voluntary organizations, have a voluntary board; and,
To the extent practicable, involve homeless individuals and families, through employment, volunteer programs, etc., in providing emergency food and shelter services.
Each Local Recipient Organization will be responsible for certifying in writing to the Local Board that it has read, understands, and agrees to abide by the cost eligibility and reporting standards and any other requirements made by the Local Board.
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The intent of the Emergency Food and Shelter program is to provide resources for the purchase of food and shelter to supplement and expand currently available resources. It is not to substitute or reimburse ongoing programs and services or to start new programs. Funds can be requested for the following items: I.
Food
Food, food for hot meals, groceries, food vouchers, seeds, gift certificates for food. Food funding is intended to provide for basic, nutritional meals on an ongoing basis, not non-nutritive items (limited dessert items). The food funding is not intended to be used for a singular event, special celebratory events, holiday baskets etc. NOTE: Gifts cards/ certificates/vouchers are eligible only if they can be marked/encoded “Food Only”. There must be an agreement with the vendor that only food will be allowed and no cash returned to clients. Required Documentation for Food: Dated receipts/invoices/completed vouchers and cancelled checks. Invoices and evidence of payment for the purchase of food/gift certificates/cards are required. Additionally, a single copy of the gift certificate/gift card indicating restrictions must be supplied along with the invoice. II.
Mass Shelter
For mass shelter providers (five beds or more in one location) the local board uses the per diem allowance of $12.50 per person per night. The per diem allowance may be used to cover costs such as shelter rent, utilities, and staff salaries. Required Documentation for Mass Shelter: Schedules showing daily rate of $12.50 and number of persons sheltered by date with totals; supporting documentation must be retained on-site, e.g., service recorders and sign-in logs. III.
Rent/Mortgage Assistance
Eligible program costs include limited emergency rent or mortgage assistance principle and interest only (P&I) for individuals and households provided the following conditions are met: i. Payment is in arrears or due within 5 calendar days; ii. All other resources have been exhausted iii. The client is a resident of the home or apartment and responsible for the rent/mortgage on the home or apartment where the rent/mortgage is to be paid iv. Payment is limited to a maximum of one month’s assistance v. Assistance is provided only once by a single LRO in each award phase vi. Payment must guarantee an additional 30 days service. NOTE: Late fees, legal fees, deposits, and condo fees are ineligible. Documentation Required for Rent/Mortgage Assistance: dated and signed letters from landlords (must include amount of one month’s rent and due date), mortgage letters and/or copy of loan coupon showing monthly mortgage amount and due date and cancelled checks. Documentation must support the payment made and is limited to a maximum of one month’s assistance.
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EMERGENCY FOOD AND SHELTER PROGRAM (EFSP) PHASE 32 – Erie County Application Please provide typewritten or word-processed responses. Handwritten applications will no longer be accepted. Name of Organization: Organizational Mailing Address: Executive Director: Executive Director’s Phone Number: Executive Director’s Email: Agency Contact Person: Contact Person’s Phone Number: Contact Person’s Email: Agency Website: Federal Employer ID# (FEIN): Data Universal Number System (DUNS #): Congressional district where agency is physically located: Congressional district where agency’s EFSP funded services are provided: Is agency debarred/suspended from receiving funds/doing business with the Federal government: Is agency a non-profit or unit of government: If non-profit, please provide roster of agency’s volunteer board:
Please provide attachment
Copy of agency’s most recent annual audit:
Please provide attachment
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I.
ORGANIZATION DESCRIPTION
Please respond to each of the questions listed below. 1. Provide a brief (2-3 paragraphs) description of your organization and its mission. 2. Beyond food and/or shelter, identify other services your organization provides to Emergency Food and Shelter Program clients. 3. Beyond food and/or shelter, identify other services provided to Emergency Food and Shelter Program clients through referral to outside agencies. II.
FUNDING REQUEST
Please identify the total amount of funding requested in each category and the number of additional people you anticipate being able to serve over the course of one year, should you receive the full amount. A description of each category is provided on Page Three of this application.
CATEGORY*
Amount Requested
Estimated Number of Additional Individuals Served (If Appropriate)*
Estimated Number of Additional Families Served (If Appropriate)
FOOD TOTAL FOOD REQUEST MASS SHELTER RENT/MORTGAGE ASSISTANCE TOTAL SHELTER REQUEST * Include the number of children in the individual count
Emergency Food and Shelter Program Dollars must be supplemental to resources already available and expand program offerings. Please list all other anticipated funding sources for each of the program(s) for which you seek funding. Program
Funding Source
Amount
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Purpose
PLEASE COMPLETE THIS INFORMATION (SECTIONS III THROUGH VIII) FOR EACH PROGRAM FOR WHICH YOU ARE REQUESTING FUNDS. III.
PROGRAM DESCRIPTION Program Name: ____________________________________________________________________________ Food
Mass Shelter
Rent/Mortgage Assistance
Please provide program name, check the box describing the type of emergency food and/or shelter assistance offered, and briefly describe the program for which you are seeking funds. IV.
POPULATIONS SERVED
Please describe the general characteristics of program clients using your most recent year of data. This information is being gathered for descriptive purposes only.
Total Number of Clients Utilizing the Program: _______________ Time Period (Month/Year to Month/Year): _______________ % % % % 100%
Unaccompanied Adult Males Unaccompanied Adult Females Unaccompanied Minors Families with Children Total
% % % % % 100%
Native Americans African Americans or Black Asian American European Americans or White Other: _________________ Total
% Hispanic or Latino % Non-Hispanic/Latino 100% Total % % % % % % %
Persons experiencing Domestic Violence Persons with Mental Health Issues Persons who are Physically Disabled Persons who are Developmentally Disabled Persons living with HIV/AIDS Persons who are Elderly Persons who are Veterans
% Other: ___________________________
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V.
GEOGRAPHIC REACH
Identify the top five (5) zip code areas currently served by the program identified above using your most recent year of data. This information is being gathered for descriptive purposes only. VI.
CLIENT ENGAGEMENT
Please respond to each of the questions listed below. 1. 2. 3. 4. 5. 6.
Describe the target population for your program and their specific needs. How long has your program provided emergency food and/or shelter services to this population locally? How do clients find out about your program? How do you determine client eligibility for your program? How do you determine client needs? What, if any, efforts does your program currently employ to increase use of each of the items listed below? a. Nutrition programs such as Food Stamps or Women, Infants, and Children (WIC)? b. Income supports such as Temporary Assistance to Needy Families (TANF) and/or Earned Income or other tax credits? c. Financial assistance such as budgeting assistance, financial education, or non-predatory practices? d. Access to stable and permanent housing situations? e. Housing stability of clients such as anti-eviction, homelessness prevention, or connections to housing subsidies and supports? 7. Please describe your efforts to provide case coordination/case management assistance to clients. 8. Please describe how you involve individuals and families in providing feedback on your programming. VII.
PAST PERFORMANCE
Please discuss your program’s data collection techniques and provide information on the past three years of program performance. Total Number of Clients Seeking Assistance
Total Number of Clients Who Had Needs Met
2014*(Month/Year to Month/Year) 2013*(Month/Year to Month/Year) 2012*(Month/Year to Month/Year)
Total Percentage of Clients Who Had Needs Met
To calculate “Total Percentage” please divide “Total Number of Clients Who Had Needs Met” by “Total Number of Clients Seeking Assistance” and multiply by 100
*Twelve month time period VIII.
PROGRAM ENGAGEMENT
Please respond to each of the questions listed below. 1. Describe any activities your program staff is involved in with a goal of improving program functioning. This may include review of program performance data, quality improvement, as well as other activities. 2. Describe any activities your program staff is involved in with a goal of understanding community needs. This may include participation on task forces, coalitions, or other community groups, as well as other activities. 3. Describe specific collaborations undertaken with other programs or organizations with a goal of expanding program services and/or client opportunities. This may include specific referral relationships, shared programming, shared decision-making, as well as other activities.
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ORGANIZATION EXECUTIVE SIGNATURE This certification must be signed by the Organization’s Executive Leader (i.e., President, Executive Director, or Chief Executive Officer). By submitting this application, I certify that any dollars secured through the Emergency Food and Shelter Program will be used to supplement and expand currently available services and will not be used to supplant any program funding lost. I also certify that I have reviewed and approve the submission of this application and can attest to its accuracy.
_________________________________________________ (Title)
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Date: ______________________
